System settings #
Company properties #
The ‘Company Properties’ page is found by selecting ‘System Settings’ from the Admin side menu – this page contains five tabs:
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Own company |
Sets your own address as used on the footer of various reports. |
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Default terms |
Sets the values of various multi-choice fields when creating new partners. E.g. payment terms |
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System settings |
Sets parameters and base data to control the use of the system. |
| Features | Shows a list of feature settings appropriate for your system’s configuration. |
| Update status | Allows the status of orders to be changed. Particularly used when starting up the system to mark orders as delivered and when they have been delivered in the legacy system. Also allows transfer of records to another user. Use this if you have users without the “management” right, so that they are not allowed to see other users’ data. |
Note that the Own company data and Default terms are updating the own company record in the Partners section. This is by default the partner with ID of 1.
Not all links may be displayed depending on the licensing options in the system. These are marked with a *.
Buttons: #
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Save |
Saves changed values. |
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Upload company logo |
Enables the uploading of a company logo to add to official reports such as sales order confirmations, purchase orders, invoices etc |
Own company and Default terms #
The screen sets your own address for display on report footers.
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Default terms #
This screen is for setting the default values used when creating new partners. The values of the individual drop down lists are set in the System settings tab, and it would be normal to define these first.
When a new account is created in Manu Online, it creates a sales price list called “Default”. It is possible to delete this and use another price list as the default.
Note that the “Other terms” text on this screen has a special function. Text here will appear on the footer of all invoices and order confirmations, (so you do not need to remember to set it individually for every partner).
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System Settings: #
General #
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Default Localisation |
Displays the country for which localisation this system is setup. If this needs to be changed, please contact Manu Online support. |
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Default own delivery / invoice address |
Specifies which of the companies created in the Partner section contains your company’s own address and default values. This is set once when the company account is created. |
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Home currency |
This is the base currency that is used by your company for bookkeeping. It is set when the system is created. It is not possible to change. |
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Time configuration #
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Business Days and Default Periods Per Day |
This information is needed when operations are scheduled. For example, work order finish date depends on throughput periods, daily work periods and whether the factory is in use on weekends. |
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Minutes Per Period |
Work time is calculated in periods. To use hours, there are 60 minutes per period. |
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Allow days in history and in future. |
These numbers define the number of days in the future and past that dates can be entered. This is to help the accuracy of data entry. It is normal to use a short time in the past and something less than a year into the future. |
| Default warranty period* | Used for the Product tracking extension. |
System settings #
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System numbers |
Specifies the next sequential number for different documents in the system. Used particularly when merging document numbers with a legacy system when going live. |
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Countries |
All countries are listed, but only those marked as “In use” will be shown in the dropdown lists in the system. |
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Text fields |
User defined list of text blocks (sometimes called “boilerplate text”) that is used in various parts of the system. See subsequent text for more details. |
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Currencies and rates* |
List of currencies in use. Set which currencies are used and also their symbols |
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Internet access control |
Specifies the available list of IP addresses used when limiting user access by internet address. |
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Order tracking enabled |
When this feature is on, your customers can check the status of their orders. To show the status you need to add a link to this system on your own corporate web site. |
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Direct printing |
Printer control codes used for ‘Direct printing’. Direct printing is used particularly for barcode label printing and tractor printer control. For further infomation see the “how to” document. |
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Item families 1, 2 and 3 |
Three item families are available (to allow logical groupings of items) and they work as a matrix, as opposed to a hierarchy. The use of these families is not a requirement but is highly recommended if there are many different items in production. Note that if you use the spreadsheet import tool for importing items, then any families in that imported data (for active items) will automatically be created here, even if they have been previously removed. Renaming a family will not rename in the underlying item data. |
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Configuration classes* |
User defined list of configuration classes for the sales configurator |
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Quotations classes* |
User defined list of quotations classes |
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Document links |
User defined list of links to documents that can be optionally set up in the system |
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Holiday calendar |
Planned holiday dates can be entered here |
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Agreement types* |
User defined list of agreement types |
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Project status codes’* |
User defined list of project status. Used for reporting purposes. |
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Bank accounts |
This is the list of bank accounts used by the own company. |
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Activity types |
User defined list of activity types |
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Budgets |
The user defined list of cost budgets available in the system. It is recommended to always create at least one cost budget. |
| Bookkeeping accounts | Bookkeeping accounts must be entered if the data is to be exported to an external accountancy system. Only those accounts that are used in buying and selling need be entered, but it is common to enter the whole chart of accounts for consistency. Accounts must be marked with the appropriate function if they are to appear in the appropriate places. Note that accounts will not appear in the system unless the ‘Enforce bookkeeping’ option is in use. This option can only be set by the service provider. See subsequent text for more details. |
| VAT Percent | Shows the VAT (tax or GST) rates used in your system. Normally you do not enter new rates here, but import the tax codes (together with the percent) from your accounts system. |
| Tax codes | Shows the tax codes according to your linked accouts system. Normally you do not create them here, but create them in your accounts system and import them. However you can choose to display individual codes in either purchase or sales. So if your company does not commonly use reduced rate codes, then you can hide them from your system here. |
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Commercial terms #
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Must enter cost centres |
Cost centres must be specified by the user before activating a sales order, purchase order, sales invoice or purchase invoice. |
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Freight VAT Rate |
Select which VAT rate will be used for freight costs. |
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Commission rates |
User defined list of different commission rates. A person in the Partners section can have an associated commission rate. |
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Delivery methods |
User defined list of delivery methods can be seen here. |
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Deliver terms |
User defined list of delivery terms. Inco terms are prefilled to this list. |
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Payment terms |
User defined list of payment terms. At least one must be created. The same payment terms are listed for purchase orders and invoicing. |
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Price lists |
User defined list of prices lists. At least one must be created if the system is to enter prices automatically to sales orders. |
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Cost centres |
User defined list of cost centres. |
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Partner families |
User defined list of Partners families. |
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Dangerous Goods codes |
User defined list of dangerous goods codes which is used in the shipping reports |
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Freight Content types |
User defined list of freight contents which is used in the shipping process |
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Allow Miscellaneous purchase invoice |
Allows purchase invoices to be entered with a generic partner id. This allows invoices to be entered even if the partner is not created in the system. Miscellaneous invoicing can not be used for invoices that are related to purchase orders, and not all linked bookkeeping programs will support their use. |
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Miscellaneous invoice partner |
The partner id that will be used when entering a miscellaneous invoice. |
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Package types |
User defined list of package types, typically “carton” and “palette” used for export documentation. |
| Direct sales registers* | The list of registers available to the direct sales system. There must be at least one if direct sales is in use. |
| Direct sales payment types* | The list of payment types accepted at registers. Can be empty, but then at least “invoicing” must be enabled on the register. |
| Include sales order in credit limit | Check to have credit limit checking include the sum of both open orders and invoices. This would be normal if you business is mostly make to order. This feature is only available to systems connected to Xero. |
| Warn on late invoice payment (days) | The number of days an invoice can be late before it will be included in late invoicing warning for sales orders and sales dispatches. Set this value to a high number e.g. 999 if you don’t want this feature in use. This feature is only available to systems connected to Xero. |
| Order tracking enabled | Uncheck this to disable customer order tracking on your system from https://ordertracking.manuonline.com |
| Agreement types* | Used in the agreements extension to specify a type e.g. “Maintenance agreement” |
Inventory #
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Close fully used lots automatically |
When lot tracking is in use, the status of a lot will automatically be updated to ‘Closed’ when the last material from that lot has been used. |
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Cost codes |
User defined list of codes used in production to identify use of work time. |
| Shelf locations | List of available shelf locations. Items can be marked with a shelf location and inventory lists sorted by shelf location. Note that shelf locations are static for each item. |
| Allow negative stock | Uncheck this to prevent users making transactions that will take stock values below zero. Normally it is useful to allow negative stock while you are implementing the system, so it should be switched off when you go live. |
| Units of measure | User defined list of units of measure used throughout the system. |
| Material item template | Allows you to set the default values for new material items created in the system. In effect, when a new item is created it is copied from this template. |
| Customer return codes* | User defined list of customer return codes are listed. |
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Manufacturing #
| Machines | List of available machines. Machines time is created as an item, but this is the list of machines |
| Status codes | User defined list of status codes for work orders. Used for reporting current status of work orders. |
| Clock codes | Optional list of user defined codes used in the time clock system. |
| Scrap codes | User defined list of scrap codes for analysing reasons for scrap. Scrap is only recorded when manufacturing is back flushed and work orders are set to be closed automatically on the last step. |
| Machine time template | Allows you to set the default values for new machine time items created in the system. In effect, when a new item is created it is copied from this template. |
| Work time template | ditto for work time items |
| Subcontract job template | ditto for subcontract job items |
| Other cost item template | ditto for other cost items |
| Rough cut unit of measure | This is free text where you can specify your factories rough cut unit of measure, for instance “metres” if you make rope, or “pieces” for general use. This is for rough cut reporting. The concept of rough cut is that there is just one unit for the whole system and all products are related to this. |
| Default work order paper | Define the default work order traveller (with barcodes or without) |
| Open work order for project based on template* | If projects are in use it is possible to automatically receive purchase materials to a Service work order. It is possible to preconfigure the template of the service work order and select the template to be used here. |
| Use work order number as serial number* | For dedicated work orders only, it is possible to enter the serial number in a sales order line. This will cause any automatically opened work order to have the serial number as the work order number. If the work order number is already in use it will append a version number. |
| Allow duplicate serial numbers* | Allows duplicate serial number for the same item id. |
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About text fields #
You can record texts that will appear automatically on your purchase and sales orders and sales invoices. You can either
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Define the text in partner data or
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Select it from the menu when creating a new document.
For example, it is useful to create an automatic text field that contains all the accounts where an invoice can be paid.
There are two fields for each automatic text block:
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The upper field is for the text’s name (that will appear in menus)
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The lower and larger field is for the actual text.
A new automatic text block is created when you fill in the blank fields for name and actual text.
Give the new text field a short name that describes its contents. The name can be a maximum of ten characters long.
Then enter the actual text. You can go to the next line by pressing [Shift Enter].
Press [Save] in the upper left corner of the screen. Now the text you entered can be used in documents.
If you want the text field to appear automatically for certain partners, go to the Partner section and mark the text field’s name in that partner’s data.
Bookkeeping accounts #
If your system is connected to an external accounts system you should use the import tools in the invoice menu to import accounts. To manually add a new account, click ‘Bookkeeping Accounts’. On the popup, press [New Account]. A new bookkeeping account is created and you can edit it on the page ‘Modify Account’. The account will be recorded, when you enter its account number. The account number cannot be changed later.
All the data, except account number, is editable. Account number will be the same as you entered after creating the account.
Besides the number, bookkeeping account data includes
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Description that tells what the account is used for
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Tax code
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Account type.
Tick-mark one of the following options:
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Sales account
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Receivables account
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VAT sales
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Sales discount account
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Purchase account
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Payables account
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Purchasing VAT account
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Purchase discount account
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EU purchases VAT payment account.
Enter description, select location and VAT percentage from their menus and tick account type. Press [Save] in the upper left corner of the screen.
Features #
This tab shows options specific to certain features or extensions on the system. The list will change depending on how those extensions are licensed.
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Features common to all systems:
| Default values | Some fields in the system can have a default value set for them. For instance if you want to have week numbers always in use on sales orders, it can be set here so that sales staff do not need to set it each time that a sales order is created |
| Exchange documentation link | Set the email addresses for which a copy of every order or invoice should be sent automatically when orders or invoices are created. For instance if you want to send your accountant of every sales invoice or keep an email folder for achive, then set the email address here. |
| Accounts system | There will normally be a link to options of your accounts system. The each function will depend on which system is in use. |
Update status #
Changes to the status of different documents in the system can be made here when you wish to override the normal flow of business logic in the system. For instance if there are deliveries that should not be invoiced, this can be set here.
It is also possible to change the “owner” of records. The owner is the user who originally created the record (sales order, invoices etc.) This may be done for example when a user leaves the company and the “management” user right is not in use, so users can only see records created by themselves.
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